1. Welcome To
Sorority and Fraternity
Advisor Training
2011-2012
Jeff Pelletier
Pelletier.12@osu.edu
292-8763
www.slideshare.net/jeffbc94/advisor-certification-2011-2012
2. Training Outline
• Introductions
• Registration & Funding Policies
• Legal Issues
• The Role of an Advisor
• Resources
• Semester Conversion
• Ohio Union Website
• Questions & Evaluation
3. University
Senate
Council on
Student Affairs
Registered Student
Organizations
4. Student Organization Philosophy
Definition of a student organization:
A Student Organization is an association of Ohio State
students created for any educational purpose that supports
the vision and goals of the University set forth in the Academic
Plan and the Diversity Action Plan.
Justification for supporting a wide variety of organizations:
Student Organizations serve as a medium for academic
discourse, personal growth, leadership development,
intercultural understanding, community service, and lasting
friendships.
5. Minimum Criteria
• Must have five OSU student members
• 90% of organization membership must be currently enrolled
OSU students
• Three separate student leaders to serve as primary officers -
President, Secondary Leader, Treasurer
– None of whom may be listed as primary officers of more than three
different organizations
• Student officers must maintain a minimum term GPA (2.0 for
undergraduates, 3.0 for graduate students, 2.0 for professional
students) and be enrolled in classes
6. Minimum Criteria
• OSU Faculty or A&P staff advisor (who may not advise more than
three organizations unless required by job description)
– Graduate students and civil service employees are not eligible to serve
as Primary Advisors
• Must have a purpose statement, goals, roster, and constitution
submitted
• Constitution must have a statement prohibiting discrimination on
the basis of age, color, disability, gender identity or expression,
national origin, race, religion, sex, sexual orientation, or veteran
status in accordance with CSA Guidelines
– A student organization formed to foster or affirm the sincerely held
religious beliefs of its members may adopt eligibility criteria for its
Student Officers that are consistent with those beliefs
7. Role of the President
• Complete and manage registration for organization
• Coordinate meetings and events
• Primary contact for and corresponds on behalf of student
organization
• Communicate with organization members and advisor
• Provide vision, direction, and leadership for the organization
• Recruit and groom future leaders
• Ensure teambuilding and morale
8. Registration & Management
• May 1 begins the student organization re-registration period
• Oct 15 is the continuous registration deadline for organizations
that have been previously registered to renew their
registration each year to stay Active.
• Brand new organizations may begin their registration at any
time and must complete all requirements within 60 days.
• All registration completed online
• Advisors do not have the ability to register an organization or
change/update information.
9. Registration & Management
• Annual Renewal Requirements (May 1 – April 30 Student
Organization Year)
– Training (Pres, Treas, Adv)*
– Online Registration (Pres)
• General Information
• Leaders and Roster
• Constitution
• Goals
– Advisor Online Registration Approval (Adv)
*Advisor Training is required every 2 years
10. Statuses
• Pending: Brand new organizations or organizations in
the process of completing registration requirements for a
given year.
• Inactive: Organizations that have not completed all
registration requirements by the annual October 15
deadline. Inactive organizations are ineligible to use the
free resources for student organizations.
11. Statuses
• Active - New/Re-Established: Organizations that
have been registered for less than two (2) continuous
years or organizations with less than 15 members; all
registration requirements completed by the annual
October 15 deadline.
• Active - Established: Organizations that have been
registered for at least two (2) continuous years; at least 15
members of the organization; all registration
requirements completed by the annual October 15
deadline.
12. Role of the Treasurer
• Meet regularly with the advisor to discuss finances
• Request all funds for the organization
• Save receipts and complete all forms
• Manage organization budget and bank account
• Steward of student money
• Set the example of financial wellness
13. Student Activity Fee
• All students pay a $25 quarterly activity
fee
Signature
Student Events Buck-I-Serv
Governments 7% 4%
9%
OUAB
Student 52%
Organizations
13%
Discount
Tickets
15%
14. Funding Basics
• Only the listed Treasurer has access to apply for funding
online
• When submitting a funding request, consult the list of
fundable and non-fundable expenses in the CSA
Guidelines
• Your organization must have the following for your
organization to receive funding:
– Active status
– No Outstanding Debt
– Organization Checking Account
– EIN
15. Operating Funds
• Organizations may apply for up to $200 each year in
operating funds
• Examples: supplies, dues to national orgs, promotional items
such as t-shirts, travel/retreat/conference
• Operating funds can be applied for anytime between June 15 -
April 30 during the current student org year
• June 1 audit deadline, to be completed by the Treasurer
• Operating funds are awarded in advance on a first-come basis
until it has run out
16. Programming Funds
• New & Re-Established status organizations may apply for
up to $2,000 per year
• Established status organizations may apply for up to
$3,000 per year
• Applications for Programming Funds are due by the 5th
Friday of the quarter prior to the quarter in which the
event will occur
• The applications are reviewed by the CSA Allocations
Committee according to viewpoint neutral criteria
• Programming funds are reimbursed after submitting
receipts for fundable expenses
17. Fundraising and Sponsorship
• Some good ideas are local restaurants, clean-ups,
concessions, selling items, soliciting local business,
partnering with campus departments, or writing
organization alumni.
• On campus credit card sales are not permitted.
• Download the fundraising contact sheet from the Ohio
Union website.
• There are no sponsorship restrictions except for direct
Coca-Cola competitors, or Barnes & Noble on campus
sales.
18. Registration & Management
• Advisor Approvals
– Online Registration
– Operating Funds
– Programming Funds
– Goals
– End of Year Report
• Sharrell receives email prompts for all approvals
20. Liability Issues
• Student organizations are not official legal entities of
the University.
• When you agree to be an advisor, as the University
representative, you assume a degree of risk.
• Your national headquarters may have additional
information on liability and/or protection.
• Minimize your risk by being familiar with University
policies, staying informed of organization activities
and using good judgment.
21. Liability Issues
• Many advisors have posed hypothetical questions about
whether or not they could be sued for damages by the victim of
an accident at an organization event or by a vendor with
whom the organization has breached a contract.
• There is no way to predict whether or not you could be sued,
but even though OSU Legal Affairs could not defend students
in such a situation, the University could – and likely would –
defend you as the advisor.
• As long as you are acting within the scope of your employment
and are not grossly negligent in your duty to advise the
organization, the University will indemnify you.
22. Liability Issues
• While it is not necessary to have, some advisors have felt more
comfortable with liability issues by having a letter on file, signed
by their supervisor, chair, or dean, that explains the University‟s
indemnification of advisors
• The text of such a letter can be found on the Ohio Union‟s
Advisor Resources webpage.
23. Safety and Security – Statistics and
Disclosure
• Jeanne Clery Disclosure of Campus Security Policy & Campus
Crime Statistics Act
• Under federal law, campuses must compile and publish
campus crime statistics
• If any person reveals to you that they have been the
victim, witness or perpetrator of any incident that might
involve a crime, please immediately contact the University
Police at 292-2121.
• Reporting a crime to the police does not mean that
charges must be filed.
24. Family Educational Rights
And Privacy Act (FERPA)
• In most cases, neither a student‟s education records nor the
personal information contained in those records may be
disclosed without prior consent of the student.
• If your organization needs a student to disclose his/her
education records for the purpose of officer selection, you must
get consent from the student prior to obtaining the
information. That consent should be in writing, indicating the
specific records to be released, the specific purpose, the date,
and the party to whom the disclosure may be made.
• Ohio Union staff can help verify student grade information for
the purpose of officer selection.
25. Risk Management
• What is Risk Management?
– Assessing, minimizing, and preventing accidental loss
through the use of safety measures
• Varying levels and types of risk with student
organizations
– Liability
– Safety
– Reputation
– Financial
– Emotional
26. Organization Risk
Management
• Hazing
– Ohio Revised Code Definition: “ „Hazing‟ means doing any
act or coercing another, including the victim, to do any act
of initiation into any student or other organization that
causes or creates a substantial risk of causing mental or
physical harm to any person.”
– Civil Liability: http://codes.ohio.gov/orc/2307.44
• Alcohol
– Follow State of Ohio Law
– www.partysmart.osu.edu
– Cannot use in promotional materials for events
27. Organization Risk
Management
• Waivers
• Controversial topics or speakers
• Games of Chance/Raffles
• Money handling
• Responsibility for others
• Contracts
• Code of Conduct
– Off Campus Rules
– Property Destruction (i.e. Car Bashes)
29. Role of the Advisor
• Listener •Mentor
• Historian •Teacher
• Policy Interpreter •Motivator
• Risk Manager •Financial Advisor
• Conflict Mediator •Copy Editor
30. Required Duties
• Complete an Advisor Training session every two years.
• Annually review and approve the organization‟s online
registration information.
• As requested, approve/reject CSA funding requests.
• Review and approve organization‟s Goals and End of Year
Report
• Sign off on reservations of University space and equipment, as
requested by the University department granting the
reservation.
• Be listed as a signatory on the organization‟s checking
account.
31. Other Duties As Assigned
• Primary resource offering suggestions
• Provide continuity and historical perspective
• Explain and review policies with the organization
• Meet with the Exec Board/President
• Assist the Treasurer with budgeting, account management
• Attend meeting and events
• Assist with retreats, officer elections and transitions, goal setting
• Custodian of group paraphernalia, records, documents
32. Advisor Success Tips
• Establish mutual expectations
• Find balance and prioritizing responsibilities
• Stay in the loop
– Cc on emails
– Subscribe to organizational listservs
• Advising vs. Supervising
• Seek out personal relationships
• Be an educator and challenger
33. Advisor Success Tips
• Know or help develop the goals of the group
• Know the members of the organization
• Be committed to the organization
• Be visible, available, and approachable to members
• Provide appropriate feedback
• Know resources available to you and your organization
• Have fun
34. Forming
• Coming together stage
– Officer transitions
– Goal Setting
– Recruitment
– Retreats
– Teambuilding
– Budgeting
• What do advisors do?
– Offer balance of Challenge & Support
– Answer questions, provide context
35. Storming
• Differences of opinion stage
• Building & testing trust
• Conflicts and indecision
• What do advisors do?
– Promote understanding leadership styles
– Encourage open debate and discussion
– Remind them of goals
36. Norming
• Group culture emerges
• Projects and organizational work gets done
• What do advisors do?
– Keep them motivated
– Check in on progress
– Use your connections
37. Performing
• Execution of goals or events
• Reflection, Feedback & Assessment
• Elections
• What do advisors do?
– Identify potential future leaders
– Provide recognition opportunities
38. Millennial Generation
• Students born between 1982-2001 are often referred to as the
Millennial generation
• Some general characteristics of Millennials
– Confident
– Team-Oriented
– “Special”
– Conventional
– Achievement-Oriented
– Sheltered
– Diverse
– Pressured
Coomes, M.D. & DeBard, R. (2004). Serving the Millennial Generation. San Francisco:
Jossey Bass.
39. Conflict Resolution Tips
• Establish rapport, a non-threatening environment
• Build trust through empathy & understand
perspective
• Identify and agree on a problem
• Focus on behavior, not people or personalities
• Be objective, forward looking and positive
• Look for mutually agreeable solutions, shared interest,
and multiple options
• Create attainable commitments, evaluate, and praise
success
40. Suicide Prevention
• OSU Campus Suicide Prevention Program training sessions
– Suicide is the second leading cause of death among college
students.
• The OSU Campus Suicide Prevention Program offers free one-
hour trainings to help you recognize the warning signs for
suicide and teach you how to intervene to get the student help.
• To schedule training contact Wendy Winger at
OSUsuicideprevention@ehe.osu.edu
42. Meeting & Event Space
• Ohio Union Meeting & Event Space
– Over 30 options
– Most spaces are free with Active status
– Conference Meeting Rooms in the Center for Student Leadership
and Service
• Tabling in the Union
• Ohio Union Catering – Student Organization Catering
Menu & Policies
• Additional campus locations – Selected classroom
buildings across campus
• Outdoor Events – BEN request
45. Coke Beverage Donation
• Donations are for events, rather than for meetings.
• The event must be on or near campus.
• The request form must be filled out online at least 2
weeks prior to the event for which the beverages are
needed.
• Several pick-up locations, including the Ohio Union
• Request form available through Ohio Union website
46. Using Trademarks
• All items with any kind of OSU logo or images, etc. need
approval by the Trademark and Licensing Office
• The words “Ohio State” or “OSU” do not need to be
approved if outside of organization‟s name
• “Ohio State” or “OSU” must appear at the end of the
organization name. Only student organizations in the
Active - Established level of registration may use “Ohio
State” or “OSU” in their official organization name.
47. Transportation
• Students may drive each other to events, or other student
organization related activities without signing a waiver
• Organizations may rent cars, passenger vans, buses, and
trucks through OSU Transportation & Parking
• Reservations must be made at least three business days in
advance
48. Showing a Movie
• If you want to show a movie, most likely you need to buy
a licensed copy of the film if it is a “public performance.”
• Visit MPAA website for more information.
• Visit www.swank.com to browse movie titles
49. Working with Food
• If you are not selling food, the general rule is “eater beware”
• If you are selling food, the campus policy states:
– Food items sold by student organizations should either be commercially
prepackaged by a licensed vendor and handled in compliance with
relevant health codes or grown, raised, or produced by members of a
registered student organization as part of their academic program.
• Download a copy of Food Safety Guidelines from the Ohio
Union Resources webpage
50. Center for Student
Leadership & Service
A student‟s point of connection
for the full spectrum of involvement
at Ohio State.
Students can connect with leadership
and service initiatives, engage with
student organizations, advance learning,
and create lasting memories.
52. Center for Student
Leadership & Service
• Existing and New Initiatives
– Leadership Awards
– Community Service Programs
– Annual Conference on Leadership and Civic Engagement
– Student Organization Summit
– Skill building workshops
– Leadership & Service Clearinghouse
– Calendar of Events
– Academic Courses & Leadership Minor
53. Center for Student
Leadership & Service
• Workshops, Presentations, Guest Speakers
– Over 30 different topics
• Request support for your next organization retreat
– Finding locations
– Consultation/planning on activities and agendas
– Games, equipment, low ropes course activities
– Facilitation from Student Leadership Advocates
– Coca Cola Retreat Package Funding
54. Resource Room
• Some resources have an associated cost. Items without cost are
free. Each student organization receives a yearly $250 Line-
of-Credit to spend on resources. This is as close to “free
money” as it gets!
• Line of Credit is reset each year on June 15.
• Full Line of Credit is not available until organization obtains
Active status ($25 available while Pending).
• Inactive status organizations cannot use Line of Credit
• Organizations may not transfer Line of Credit to other groups.
55. Resource Room
• All members of an organization can use the organization‟s
Line-of-Credit. Only leaders may check out equipment.
• When your Line of Credit runs out, or whenever you choose,
you can purchase items at their cost from the Resource Room.
• Individual students can purchase items from the Resource
Room.
56. Offices, Lockers, Mailboxes
• Student organizations have access
to office spaces, storage lockers,
and mailboxes.
• Offices, lockers, & mailboxes
• already assigned for the upcoming year.
• Applications available every Spring.
57. Marketing Resources
• Graphic Designers
• Photography
• Videography
• Vendors or promotional items
• Ohio Union virtual Bulletin Boards
• Ohio Union website calendar
58. Technology Resources
• Website hosted on University server
• Organizational Listservs
• Organizational Email Accounts
• Carmen page
59. Student Organization Insider
• Weekly email newsletter sent to all listed officers and
advisors
• You can sign up for the listserv on the Ohio Union website
without an osu.edu email address
• Submit announcements for your events by Tuesdays at
5pm to csls@osu.edu
62. Semester Conversion
• New Registration Process
– Two registration windows
• Window I: February 15 – April 30
• Window II: August 15 – October 31
– Each organization will self select which Window they want
to register in and which registration deadline will apply to
them
– All requirements must be completed during the Window or
the organization will be Inactive
63. Semester Conversion
• Organizational Changes
– Constitution: review dates, “SOURCE” references, any
vague or outdated information, minimum requirements
– Elections and Transitions
– Major Events and Programs:
• Autumn Semester; Aug 20 – Dec 7
• Spring Semester; Jan 7 – April 25
– Financial reporting, dues collection
– National Organization requirements
